A group email in Outlook is called a distribution list, and you build it by saving a set of email addresses under one name

When you send to a distribution list, Outlook expands it to all the addresses inside. You create one by opening your Contacts, naming the group, adding people to it, and saving. The whole process takes about two minutes. After that, you type the group name in the "To" field instead of typing ten individual addresses.

Distribution lists live in your Contacts folder, not in your email itself. This means you can use the same list from any device where you sign into your Outlook account — the list syncs across your phone, tablet, and computer. If you add or remove someone from the list, the change appears everywhere.

Key Takeaways

  • Create a distribution list by opening Contacts, selecting "New Contact Group" (or "New Distribution List" depending on your Outlook version), naming it, and adding email addresses one at a time.
  • Once saved, you can type the group name in the "To" field just like you would type a single person's name, and Outlook will expand it to all members when you send.
  • You can edit a distribution list after creating it by opening Contacts, finding the list, and adding or removing addresses without affecting emails already sent.
  • Distribution lists are stored in your Contacts folder and sync across all your devices, so changes appear on your phone, tablet, and computer automatically.

How to create a distribution list in Outlook on a computer

Open Outlook and go to your Contacts folder. In the ribbon at the top, look for a button labeled "New Contact Group" (in newer versions) or "New Distribution List" (in older versions). Click it.

A window will open with a field for the group name. Type a clear name — something like "Book Club" or "Monthly Team Check-in" works better than "Group 1" because you will recognize it when you type it into an email. Then click "Add Members" or the plus sign button, depending on your version.

A dialog box will appear. You can add people in two ways: type their email address directly into the field, or click "From Outlook Contacts" to pick people you have already saved. Type or select each person and click "Add" after each one. When you are done adding everyone, click "OK" to close the dialog, then click "Save" to save the group itself.

How to create a distribution list in Outlook on your phone

Open the Outlook app and tap the menu icon (three horizontal lines) at the bottom. Tap "Contacts." At the top of the screen, tap the plus sign or "New" button.

Tap "New Contact Group" or "New Distribution List," depending on your phone's version. Type the group name, then tap "Add Members." You can search for people by name or email address. Tap each person you want to add, then tap "Done" when the list is complete. Tap "Save" to finish.

How to use a distribution list when sending an email

Open a new email. In the "To" field, start typing the name of your distribution list. Outlook will show you matching names as you type. Click or tap the list name when you see it. The list name will appear in the "To" field.

When you send the email, Outlook expands the list and sends a copy to every address in it. The recipients see the email as coming from you, but they do not see the other people on the list — each person receives their own copy. This is different from putting everyone on "CC" or "BCC," where recipients can see or infer who else received it.

How to edit or delete a distribution list

Open your Contacts folder and find the list you want to change. Double-click it (or tap it on your phone) to open it. To add someone new, click "Add Members" and follow the same steps as when you created it. To remove someone, click their name in the list and click "Remove."

Click "Save" when you are done. Any emails you have already sent to this list are not affected — only future emails will use the updated list. If you want to delete the entire list, right-click it in your Contacts folder and select "Delete," or tap and hold on your phone and choose "Delete."

Why distribution lists matter for spotting scams

A distribution list keeps you from accidentally typing the wrong email address when you are in a hurry. If you send sensitive information to the wrong person, you cannot take it back. By using a saved list, you know exactly who will receive the email before you hit send.

Distribution lists also help you notice when someone is impersonating a group sender. If you receive an email that claims to be from your "Book Club" group but it came from an individual address you do not recognize, that is a red flag. You know your real group emails come from individual members, not from a group address itself.

Frequently Asked Questions

Can I create a distribution list that includes another distribution list?

Yes. When you add members to a distribution list, you can select another distribution list as one of the members. This is called nesting. When you send to the outer list, Outlook expands both lists and sends to everyone in both.

What happens if someone's email address in my distribution list bounces back?

Outlook will send the email to everyone else on the list and return a delivery failure notice for that one address. You can then edit the list to remove or correct the bad address. The other recipients will have already received the email.

Can I share a distribution list with other people?

In most versions of Outlook, distribution lists are personal to your account and cannot be shared. If you need a group that multiple people can edit, you may need to use a shared contact list or a Microsoft 365 group instead, depending on your organization's setup.

Is there a limit to how many people I can add to a distribution list?

Outlook itself has no hard limit, but your email provider may restrict how many recipients you can send to in a single email. Gmail, for example, limits you to 500 recipients per message. Check with your email provider if you are building a very large list.

Do distribution lists work the same way in Outlook on the web?

Yes, but the steps are slightly different. In Outlook on the web, go to Contacts, click "New Contact Group," and follow the same process. The list will sync to your desktop and mobile versions automatically.